2/26/19 Coordinator Workshop Minutes

1. New Director in Academic Affairs, Lauren Rabalais

2. Flier for upcoming events was distributed, please share with residents and fellows

3. Inviting coordinators to get tour of GME space at UMCNO. Will also be happy to show new enhancements including new resident lounge near cafeteria, new computer lounge for residents will be on the 5^th floor.

4. Please share feedback on any processes so changes can continue to be made/improved.

1. Letters of Notification are being received. High success rate, few number of citations. Thanks to coordinators for your hard work.

2. UMCNO is having trouble getting rotation schedules from programs. Please be open and generous to UMCNO’s Academic Affairs office with sharing this information with them. If there are issues, please let us know or Gerard know.

3. UMCNO is requesting information on residents who would like to serve on committees. Information will be coming from Dr. Frey, please submit interested names back to our office and this will be shared with UMCNO. Serving on a committee is a priority; PDs should recognize this as such.

4. ACGME Surveys are rolling out (Group 1 and Group 2 already – next group is mid-March). Please track faculty participation in this. Compliance rate goal is 100% - if any program is below 80%, programs will be notified. ACGME has no tolerance policy on 80+ hour work weeks. LSU House Officer End of Year survey will be coming out in April. This is used for the Board of Supervisors and Legislature regarding funding, please work with residents/fellows to complete these.

5. Intern Study: GME is working to help programs achieve wellness goals within their programs. ACGME is working on Wellness Curriculum – first webinar was presented last week by Dr. Slavin and is available on the ACGME Website. One of the first opportunities we are looking at is an Intern Study through University of Michigan that looks at burnout, depression, in first year of training. IRB as approved us to participate in this study. Interns in residency programs will receive an email after MATCH directly from University of Michigan. This is their invitation to participate. Agreeing to participate includes downloading an app, providing a FitBit, tracking the interns’ data through the year based on questionnaires. Our office will provide University of Michigan with names, non-LSU emails (those entered in ERAS). The study is limited to 3,000 individuals and is usually filled up mid- to late- April. When communicating with the interns, please encourage them to participate.

6. CORE meeting in April, you are all are expected to attend so please save the date.

1. QI Forum – Call for Submissions went out last week. Please encourage your residents and fellows to submit QI Projects to be considered. The submission form is available and we are asking for these to be submitted back to us by March 15.

2. QI Projects – A newly revised QI Project Spreadsheet has been emailed out to you and your program directors. Please submit back any existing or new QI projects to the EQuIP office by March 31.

1. Orientation Schedule

A. EPIC Training June 24 and 25

B. OLOL / Baton Rouge Orientation June 26

C. Incoming House Officer Orientation: June 27

D. UMCNO Orientation: June 28

2. Orientations are mandatory unless your residents/fellows do not go to OLOL/Baton Rouge.

3. LSU residents matching to LSU Fellowships may not need to do as much EPIC training but some will be required. If prior EPIC training was done please use the EPIC Training Request Form.

4. AMA/GCEP Modules

A. All modules need to be completed for their PGY level by June. Please monitor this and ensure this is being completed or is done.

1. ERAS Upload to New Innovations

A. For all programs that do application through ERAS, before MATCH day, mark anyone “will start” in ERAS. Without this being done, Chris cannot import them on March 15 for Licensing Day.

B. If applications are not done through ERAS, and if they are residents starting July 1, they need to be entered manually in New Innovations.

C. Basic demographic info is needed BEFORE April 1^st.

2. Basic Demographic Info Needed for New Residents

A. See Initial Demographic Info Needed for Incoming House Officers in Knowledge Base. Much of this information comes from ERAS, but not everything. This information needs to be entered into New Innovations BEFORE April 1^st.

B. Required basic demographic info can be checked by going to https://ome-ccalla-serv.master.lsuhsc.edu/ResidentDataStatus/default.aspx NOTE: Missing SSNs are not reflected here. Also, Medicare/PECOS status can be ignored for incoming residents, and incoming residents will not initially have an NPI.

3. Demographic Info Update in New Innovations

A. See Required Information for House Officers in New Innovations Personnel Data in Knowledge Base for required data elements and locations.

B. One thing to note is the training record. This drives appointment forms, promotion spreadsheets, transfer spreadsheets, and so on. This must be correct in order to have all other documents in place and accurate.

C. Contact Chris if you are unsure about any changes which need to be made to a training record.

4. Promotions

A. To find spreadsheet, go to the GME Online Appointment Forms System and click on 7/1 Promotions Tab

B. House officers with July 1 promotions require being input on the Promotion Spreadsheet.

C. All House Officers 1-6 will promote effective July 1 to the next level automatically if they are listed on the Promotion Spreadsheet

D. House Officers that don’t promote July 1 will be flagged to Not Promote July 1 only if they are listed on the Off-Cycle/Exception Spreadsheet – and they must appear on the Off-Cycle Spreadsheet

E. House Officers paid by the Military are appointed as Gratis House Officers and require PER 3 to promote – they cannot be listed to automatically promote July 1

F. Promotion or do not promote errors will require a PER 3 to correct so that the House Officer is not over/under paid

G. The spreadsheet will print by levels

H. Program Directors need to sign, along with the PCs, and send to Yolanda

I. Deadline: March 29 (refer to paperwork submission timeline handout)

5. Terminations:

A. To find spreadsheet, go to GME Online Appointment Forms System and click on 7/1 Terminations Tab

B. House Officers that appear on the Termination Spreadsheet will automatically terminate June 30, termination effective July 1

C. House Officers terminating other than June 30 require a PER 3 – and they will be listed on the Off-Cycle spreadsheet

D. House Officers paid by the Military are appointed as Gratis House Officers and require a PER 3 to terminate, they cannot be listed to automatically terminate June 30

E. An email must be sent to
LSUHSC-NONotificationofEmployeeSeparation@lsuhsc.edu
for all house officers that terminate, regardless of their last date, including House officers that graduate, resign or are terminated after Due process

F. Email is deactivated the day after termination date

6. Off Cycle / Exceptions Spreadsheet

A. To find spreadsheet, go to the GME Online Appointment Forms System and click on Off-Cycle & Exceptions Tab. There is no spreadsheet to download. Print and submit print the Off-Cycle & Exceptions tab.

B. This is for House Officers that do not promote July 1 or graduate/terminate June 30

C. Off-cycle House Officers must be listed on the Spreadsheet so they are not promoted or terminated in error

D. PER 3s to Promote or Terminate Off-Cycle House Officers are required

E. Contracts for Off-Cycle House Officers must match the training dates for each house officer level he/she will be during their training time

7. Faculty Appointments

A. House officers becoming Faculty should state Graduated continuing as faculty in the Graduation Reason. The reason will appear on the Termination spreadsheet. This should be populated if the post program status is set as “Faculty” in New Innovations.

B. It is important to let Yolanda know if the faculty appointment will be July 1 or later, so that benefits are continued or terminated.

C. If the faculty appointment will not be July 1, they are treated like the other Terminating House Officers, except in the Separation email it should state they will become faculty, include the expected faculty appointment date and request that their email not terminate

D. July 1 faculty appointments will terminate title only so their benefits remain active

1. Faculty Becoming House Officer

A. Faculty Becoming House Officer Checklist

B. Chief residents that do not have House Officer title transferring to an LSU fellowship program

C. Faculty entering a program (a chief resident that is going into a fellowship, for example)

D. Both of these scenarios require a PER 3 to terminate their faculty position, in Remarks section state they will be appointed as a House Officer July 1, 2019

E. Both required a PER 2 to appoint as a House Officer – no other New Hire paperwork is required unless they are changing their W4 or L4.

2. Internal Transferring House Officer

A. Internal Transfer Checklist

B. Transferring to another LSU program-residency or fellowship, includes N.O., B.R., Bogalusa, Lake Charles or Lafayette

C. Checklist includes documents and forms to submit to GME with checklist

D. House Officer July 1 transfers to another LSU program require the Transfer Spreadsheet

E. House Officers transferring to another LSU program not July 1, require a PER 3 to transfer and if promoting to the next level that option on the PER 3 must be selected too. If not promoting, then state that the House Officer is remaining the same level in the remarks section.

3. External Transfers – Anyone who is NOT accepted in Match/SOAP and transferring from a training program to an LSU training program – same program or different (i.e. from GI to Nephrology)

A. If there is an opening in your program, for any reason, the DIO Transfer Approval Packet needs to be submitted to GME and Dr. Hilton’s approval before any offer is extended. This is the only way to vet the residents/fellows that did not go through standard interview process.

B. Please attach checklist with documents to review. If Dr. Hilton approves, Stephanie will notify the program. Regular new hire process will proceed.

C. These are due May 31 to our office.

4. Appointment Packets (Contracts)

A. Prepopulated packets available to print by going to GME Online Appointment Forms System and click on Appointments and Contracts Tab.

B. Includes annual TB test, Driver Safety form, and possibly other needed documents.

C. Appointment Packets for New Hires are available for new hires to print themselves with their New Hire paperwork.

D. See Annotated 2019-2020 Appointment Packet.

E. For incoming house officers, all items listed are probably needed. If they are continuing, the drivers’ safety or health requirements paperwork for example, will automatically be checked off, an additional copy is not needed.

F. Deadline: May 31.

G. Do not hold everybody’s to submit all at once. A packet should be completed and sent to us when it is ready.

H. Mask fit and TB test dates will continue as usual. We will have this available in April and May as is standard.

I. Please route original signature documents – on single sided copies. It all goes to different places.

J. This information is needed first. Whenever there is a change, a new appointment form is needed. Contracts must match training records on the appointment forms.

5. Appointment Forms

A. Appointment forms are available online in the GME Online Appointment Forms System

B. The information on the Appointment Form comes from the Training Record in New Innovations. Any changes made in NI will be reflected on the Appointment Form on the following day.

C. An updated appointment form should be signed and submitted to GME any time a change is made

6. New Hire Documents

A. Documents for New Hires are available in the GME Online Appointment Forms System on the New Hire Documents tab.

B. All new hires will be listed. If they are not listed, they will need to be added to New Innovations and then will be shown here.

C. Pre-populated PER 2 and New Hire Checklist are available for coordinator to download

D. Each new hire has a unique login and PIN code that will allow them to complete all new hire documents online. Coordinators should send instructions and unique login and PIN code to each incoming resident ASAP after Match

E. Some facility packets will also be included with new hire paperwork. The included facilities are shown below the list of new hires.

F. After incoming House Officer generates new hire documents, all required forms will print, along with a page of instructions indicating what should be done on each page.

7. New Hire Packet

A. See Sample New Hire Packet in the Knowledge Base for an annotated sample packet.

B. Please only send completed packets to GME office

C. Double check that SSNs are entered correctly.

D. Use sample I-9 included in the sample packet for assistance completing I-9 forms. Additional help for I-9 is available in the Knowledge Base with the Sample New Hire Packet.

E. Don’t date paperwork until immigration documents are issued, it will be kicked back.

F. Please be sure all documents are legible,

G. Please make all document copies color so they can be copied easier.

H. Please attach voided check, if this is not available they need to print the routing and account number information from bank website.

I. HR-14 must be signed by resident and copies will be sent to HR and Benefits.

J. All due by May 31.

1. Chain of custody forms were handed out, can get additional copies from Ashley. Have to be original copies. Out of town residents need to be mailed and instructions sent on how to complete these drug tests

2. Drug testing training course and refresher for anyone interested. New users, please be sure to let us know so that you can get a username and password prior to the training. Training will be on our floor, conference room 7, March 20^th 10am. Drug testing cannot start before April 1and all drug testing needs to be completed by April 30.

3. Exceptions are made for J1 visas – get them tested as soon as possible when they are in the country

1. Facility onboarding resources

A. Available for our major partners in the Knowledge Base: Facility Onboarding Resources. This list also indicates which packets are made available automatically for incoming house officers.

B. Children’s, Touro and UMCNO will be doing electronic onboarding through our office.

C. Ochsner will be doing electronic onboarding and will be contacting the residents directly.

2. The GME office is still determining what will be required for Our Lady of the Lake and West Jefferson Medical Center.

3. First time rotating residents to any facility will need to manually complete the necessary packets.

4. Any facilities we do not have need to be manually handled by the program coordinators.

1. Malpractice Form is available in the Knowledge Base. All of these will need to be routed through our office before they’re sent to Cynthia Scott (We will send them to her).

2. Malpractice Spreadsheet is available online on the Appointments and Contracts tab in the GME Online Appointment Forms System.

3. Spreadsheet should list all house officers so individual forms are not needed for each house officer

4. On second page, check off locations for where house officers will rotate.

5. Cynthia wants to start working on claims history now, so please update training records ASAP so we can send this to her. A final version will be sent closer to graduation to include anyone not sent in the first batch.

1. See VA Medical Center for forms and onboarding resources

2. Also see 2019-2020 VA On-Boarding Process

3. TQCVL

A. Insert Letterhead at top of letter

B. Check the boxes on the bottom of page 1,

C. Program Director will need to sign.

D. Attach List of Residents – new and returning. If new are not known, send the returning now and then another later with new residents.

E. Send completed TQCVL to LSU GME office.

4. New Application – Coordinator reviews to be sure it is completed correctly and check that all forms are being submitted

5. Returning packets – only need the items on the checklist. Copy of PIV card and Refresher Training Certificate.

A. Certificates MUST have the House Officer’s name printed on the certificate

6. Coordinator Tracker – submit to James directly and copy Yolanda

A. New to VA means never rotated to the VA previously. Medical students that rotated must complete the application for New Hires but they may not need to re-do fingerprints – may be on file and the certificate will probably be the refresher certificate

B. Returning to VA – rotated to the VA previously. See checklist – PIV Card and Refresher Certificate

1. It is recommended for new coordinators to become familiar with SOAP – Visit the NRMP website

2. No contact with the incoming residents until after the student opens his/her envelope

3. Match Day is March 15 – Ceremony at the Super Dome

4. Student VP of Events is sending invitation emails and will deliver tickets – many programs get small gifts for the LSU students that match to the program, check with the Program Director/Business Managers about this

1. If CME certificates weren’t submitted to us but were sent to LSBME with us, LSBME is looking at this. NetCE course is not valid after 12/13/2018. LSU has modules, meets LSBME requirements, will be submitted to them on the house officers behalf. For any other CME course, resident needs to print copy of certificate and mail it on their own.

2. Step 3 issues

A. House officers that have been out of medical school for 3 years no matter what circumstance, Step 3 needs to be done by now. USMLE needs to send the scores directly to LSBME.

3. Incoming PD Letters go to Lydia Favorite

A. Can only be submitted 5 separate attachments at a time and only by certain house officer levels.